PUBLIC WORKS COMMITTEE 2021/11/03 PacketPUBLIC WORKS CO MMITTEE MEETING
WEDNESDAY, NOVEMBER 3, 2021 – 5:00 P.M.
MUNICIPAL SERVICES BUILDING TRAINING ROOM
AGENDA
*Please be advised that this Public Works Committee Meeting can be attended in-person at the
Municipal Service Building located at 800 N. Field Drive, Lake Forest.
I.ROLL CALL/CALL TO ORDER
Jim Preschlack, Chairman
Jennifer Karras
Ted Notz
II.ASSET, INFRASTRUCTURE, & SERVICE HIGHLIGHTS – MUNICIPAL SERVICES
BUILDING TOUR
III.FY ’22 PROJECT ROADMAP STATUS CHART
IV.NEW BUSINESS / ACTION ITEMS
1.APPROVAL OF THE SEPTEMBER 8, 2021 PUBLIC WORKS COMMITTEE MEETING
MINUTES
2.REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AUTHORIZATION
TO ENTER INTO A PROFESSIONAL SERVICES AGREEMENTS FOR FACILITY
ARCHITECTURAL DESIGN SERVICES – JIM LOCKEFEER
3.REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE PROPOSED
FY’23 CAPITAL EQUIPMENT – DAN MARTIN
V.BUDGET / HIRING / INNOVATION UPDATES – MUNICIPAL SERVICES BUILDING
TOUR
VI.PUBLIC COMMENT
VII.NEXT MEETING – NOVEMBER 18TH OR 22ND
VIII.ADJOURNMENT
ASSET, INFRASTRUCTURE,
& SERVICE HIGHLIGHTS – MUNICIPAL
SERVICES BUILDING TOUR
Operating Section Primary Service Description
Streets
Pavement Maintenance Asphalt, concrete repairs, sidewalks, signs, striping and litter collection
Lighting:Electric & Gas Lights Maintenance of City electric street lights and intersection signalization
JULIE Locates Locating underground utilities
Gas Light Conversion Conversion of all City gas lights to LED technology (fixture & electrification)
Sweeping Sweep City streets to reduce the debris blocking and entering the storm sewer system
Sanitation
Refuse Collection Bi-weekly; top of drive collection
Recycling Once weekly, curbside collection
Compost Center City operated for disposal of recyclables, yard waste, metal and electronics
Yard Waste Bi-weekly; curbside collection
Water & Sewer
Sewer Maintenance Repairs, cleaning, catch basins/manholes and maintenance of sanitary and storm sewer system
Water Meter Reading Meters are read monthly to collect regular billing data, identify unreasonably high or low water
usage, or malfunctions with the meter
Water Mains Maintenance of City's water mains, including valves, fire hydrants and taps
JULIE Locates Locating underground utilities
Water Plant Production Production of potable water (water reservoir and elevated tank), including IDNR and EPA
record-keeping
Equipment Maintenance Maintenance of pumps, valves, generators and sewer lift stations
Fleet Equipment/ Vehicle Repair Maintenance of all City-owned vehicles/equipment, including improvements to new and existing
equipment
Capital Purchases Specifications/bidding of equipment needed for City Fleet
Building Maintenance Capital Repairs Electrical, carpentry, plumbing and roof repairs for all City buildings, including planning and
designing upgrades and replacements of facilities
Janitorial Services Specifications, bidding and monitoring
Engineering
Permitting/Plan Review Review and issuance of permits and oversight of development plans
Enforcement/ Inspection Field supervision of construction projects to include -asphalt, sidewalk, sewer and water mains
Capital Improvement Project
Specifications Provide design and specifications for all City infrastructure projects
Environmental and Aesthetics
Considerations
When possible, with both capital projects and Department operations, consider environmental
and aesthetic features based upon cost/benefit analysis
All Sections Snow &Ice Control Plowing and treatment of all City streets, parking lots, sidewalks and public buildings
ASSET, INFRASTRUCTURE, & SERVICE HIGHLIGHTS
FY ’22 PROJECT ROADMAP
STATUS CHART
Project Asset Category % Complete Notes
Annual Pavement Resurfacing Program Road 100%Complete
Annual Pavement Patching Program Road 100%Complete
Waukegan & Westleigh Intersection Phase II Design Road 20%In progress: IDOT approved Phase I Design, Phase II internal kickoff
meeting held, right of way acquisition process starting soon
Annual Concrete Sidewalks &Curbs Repairs Road & Sidewalk 100%Complete
Illinois & Woodland Pedestrian Bridge Designs Bridge 75%
In progress: designs to be completed and bid in October, Illinois Bridge
will be replaced early to mid spring, Woodland Bridge will be replaced
during summer 2022 after LFHS is out
Lake-Woodbine Bridge Reconstruction Design PH 1 Bridge 25%
In progress: Use of MFT funds approved by IDOT, internal staff kickoff
meeting held, meeting with stakeholder on 9/2, awaiting HPC meeting
date to reintroduce/review status of project
Seminary Ravine Study Ravine 95%Substantially complete: Final minor report edits and revisions
underway
Ringwood Road S Ravine Project Ravine 100%Complete
Property Condition Assessments Facility 100%Complete
Dickinson Hall Exterior Tuck Pointing Facility 30%In progress: City Council approved contractor 9/20; tuck pointing to
be completed in Spring
Capital Equipment -All Funds Capital Equipment 90%90% equipment received, in-service modifications are continuing and
will continue into late fall/early winter
Old Elm Parking Lot Parking Lot 100%Complete
Forest Park Bluff Slope Stabilization Forest Park Bluff 60%In progress: Design efforts continuing; construction cost estimate
complete; working to finalize plans
Annual Storm Sewer Lining Program Storm Sewer 100%Complete
PROJECT ROADMAP –CAPITAL FUND
Project Asset Category % Complete Notes
Water Distribution Pressure Sensors Water 35%
In progress: bid opportunity posted10/29; mandatory
pre-bid meeting 11/10; bid opening 11/16; in-house
Water & Sewer project work substantially completed
Water Valve Replacements Water 25%Supply chain issues in receiving the valves; work
pushed to spring of 2022
Water Plant 42" and 24" Intake Line Cleaning Water 100%Completed
Deerpath Watermain Design (Ahwahnee-Golf) Water 75%In progress: final design efforts underway, responding
to IEPA and USACOE review comments
Spruce Lift Station Pump Overhaul Sanitary 0%
Staff to develop bid specifications for Fall 2021 bid
opening; work to be scheduled for Winter 2022 (low
pumpage)
Annual Sanitary Sewer Lining Program Sanitary 100%Complete
PROJECT ROADMAP –WATER FUND
NEW BUSINESS / ACTION ITEM:
APPROVAL OF THE SEPTEMBER 8, 2021
PUBLIC WORKS COMMITTEE MEETING
MINUTES
1
PUBLIC WORKS COMMITTEE MEETING
WEDNESDAY, SEPTEMBER 8, 2021 – 3:30 P.M.
WATER PLANT
MINUTES
I. ROLL CALL/CALL TO ORDER
Following a Committee tour of the Water Plant Facility, Chairman Jim Preschlack
called the meeting to order at 4:18 P.M. Aldermen Jennifer Karras and Ted Notz
were present.
Staff attending the meeting included Michael Thomas, Director of Public Works;
Dan Martin, Superintendent of Public Works; Byron Kutz, Superintendent of
Engineering and Jim Lockefeer, Assistant to the Director of Public Works.
II. ASSET, INFRASTRUCTURE, & SERVICE HIGHLIGHTS – WATER PLANT
The Committee explained that the tour was very informative and helpful in
understanding the Water Plant and its importance to the City. The Committee
thanked staff for the tour of the Water Plant. The Committee recommended that
a tour of the Municipal Services Building in conjunction with the next scheduled
Public Works Committee meeting.
III. FY ’22 PROJECT ROADMAP STATUS CHART
Director Thomas and the Committee reviewed the below summary presentation
slides on the topic.
2
Chairman Preschlack recommended that the list is further organized by specific
project asset categories.
IV. NEW BUSINESS / ACTION ITEMS
1. APPROVAL OF THE JULY 1, 2021 PUBLIC WORKS COMMITTEE MEETING MINUTES
Alderman Notz moved to approve the July 1, 2021 Public Works Committee
meeting minutes. Alderman Karras seconded the motion, which carried
unanimously.
2. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE
DICKINSON HALL EXTERIOR TUCK POINTING PROJECT BID – JIM LOCKEFEER
Assistant to the Director Lockefeer reviewed the below summary presentation
slide on the topic.
3
The Committee and City staff discussed the bid process and project
contingency funds.
Alderman Notz moved to recommend approval to City Council the award of bid
for the Dickinson Hall Exterior Tuck Pointing Project Bid to the lowest and
responsible bidder, Bruce Brugioni Construction, in the amount of $130,533.47, to
a include a 10% project contingency of $13,053.35, for a grand total of
$143,586.82. Alderman Karras seconded the motion, which carried unanimously.
3. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE FIRE
ALARM TESTING & INSPECTION SERVICES CONTRACT BID – JIM LOCKEFEER
Assistant to the Director Lockefeer reviewed the below summary presentation
slide on the topic.
The Committee and City staff discussed the original bid process that resulted in
the rejection of the three original bids received.
Alderman Notz moved to recommend approval to City Council the award of bid
for the three-year Fire Alarm Testing & Inspection Program Contract to Esscoe in
the amount of $30,016. Alderman Karras seconded the motion, which carried
unanimously.
4. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AUTHORIZATION TO
ENTER INTO A PROFESSIONAL SERVICES AGREEMENTS FOR FACILITY MECHANICAL
ENGINEERING SERVICES – JIM LOCKEFEER
Assistant to the Director Lockefeer reviewed the below summary presentation
slide on the topic.
4
The Committee and City staff discussed example projects that would fall under
these service agreements and the process staff would follow to obtain proposals
from the approved firms.
Alderman Notz moved to recommend approval to City Council to authorize the
City Manager to enter into professional service agreements with 20-10
Engineering Group and HOH Group for Facility Mechanical Engineering Services.
Alderman Karras seconded the motion, which carried unanimously.
5. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL A RESOLUTION OF
FINANCIAL COMMITMENT FOR THE SAFE ROUTES TO SCHOOL PROGRAM GRANT
APPLICATION – JIM LOCKEFEER & BYRON KUTZ
Superintendent Kutz and Assistant to the Director Lockefeer reviewed the below
summary presentation slide on the topic.
5
The Committee and City staff discussed the application submittal process and
application review and scoring criteria.
Alderman Notz moved to recommend approval to City Council approval of a
resolution of financial commitment for the City’s Safe Routes to School Program
grant application. Alderman Karras seconded the motion, which carried
unanimously.
6. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL AWARD OF THE SNOW
PROGRAM HAND SHOVELING CONTRACT BID – DAN MARTIN
Superintendent Martin reviewed the below summary presentation slide on the
topic.
The Committee and City staff discussed contractor response frequency,
scheduling, and coordination.
Alderman Notz moved to recommend approval to City Council award of
proposal for the four-year Snow Program Hand Shoveling Contract to Kaplan in
the annual amount not to exceed $60,000. Alderman Karras seconded the
motion, which carried unanimously.
7. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE IDOT ROUTE 43 & 60
PLOWING AND SALTING AGREEMENT – MICHAEL THOMAS
Director Thomas reviewed the below summary presentation slide on the topic.
6
The Committee and City staff discussed the IDOT reimbursement process and the
IDOT formula used to calculate the annual contract payment amount.
Alderman Notz moved to recommend approval to City Council approval of the
Route 43 & 60 Plowing and Salting Intergovernmental Agreement with IDOT.
Alderman Karras seconded the motion, which carried unanimously.
V. BUDGET / HIRING / INNOVATION UPDATES
The Committee and City staff discussed challenges associated with filling open
seasonal employee positions.
VI. PUBLIC COMMENT
There was no public comment.
VII. NEXT MEETING – NOVEMBER 3, 2021
VIII. ADJOURNMENT
Alderman Notz moved to adjourn the meeting of the Public Works Committee at
5:23 P.M. Alderman Karras seconded the motion, which carried unanimously.
Respectfully submitted,
Jim Lockefeer Jr.
Assistant to the Director of Public Works
NEW BUSINESS / ACTION ITEM: REVIEW
AND RECOMMEND APPROVAL TO CITY
COUNCIL AUTHORIZATION TO ENTER
INTO A PROFESSIONAL SERVICES
AGREEMENTS FOR FACILITY
ARCHITECTURAL DESIGN SERVICES
PROFESSIONAL SERVICES AGREEMENTS
FACILITY ARCHITECTURAL DESIGN SERVICES
•Capital Funds and Operating Funds fund designs
•Mechanical engineering services used for existing facility renovation projects (e.g. office spaces, locker rooms, lobbies, break/lunch rooms)
•Mechanical engineering design services include conceptual design, final design & construction documents, and project construction
oversight
•RFP process modeled after other professional services agreements (e.g. landscape design, ravine engineering design, mechanical
engineering services)
•Two firms selected: project consistency & firm availability
•Received seven proposals
•Proposals reviewed in detail by staff RFP Review Committee
•Assigned scores based on firm experience, references/project results, and fee schedule
•Three-year agreement with option for two additional one-year periods (subject to performance)
Action requested: PW Committee recommends City Council authorize the City Manager to enter into professional service agreements with
Cordogan Clark and Larson & Darby Group for Facility Architectural Design Services
Firm Fee Schedule
bailey edward $70 -$245
Cordogan Clark $65 -$235
Eckenhoff Saunders Architects $70 -$250
Larson & Darby Group $44 -$215
StudioGC $54 -$250
Williams Architects / Aquatics $82 -$243
Woodhouse Tinucci Architects $90 -$195
REVIEW AND RECOMMEND APPROVAL
TO CITY COUNCIL THE PROPOSED FY’23
CAPITAL EQUIPMENT
FY’23 CAPITAL EQUIPMENT
FY’23 CAPITAL EQUIPMENT
FY’23 CAPITAL EQUIPMENT
FY’23 CAPITAL EQUIPMENT
FY’23 CAPITAL EQUIPMENT
FY’23 CAPITAL EQUIPMENT
FY’23 CAPITAL EQUIPMENT
BUDGET / HIRING / INNOVATION
UPDATES – MUNICIPAL SERVICES
BUILDING TOUR
PUBLIC COMMENT
NEXT MEETING
NOVEMBER 18th OR 22ND
ADJOURNMENT